4.b) Janitorial Services for Community Center � �
Meeting Date: 05/10/2011
Agenda Item: � �
City Council Agenda Report
City of Scandia
14727 209�' St.North
Scandia, MN 55073 (651) 433-2274
Action Requested: Discuss janitorial services for the Community Center and Fire Hall.
Deadline/Timeline: N/A
Background: • The City has been using Ken Milbrandt (Milbrandt Enterprise) to
clean city facilities (the city offices, community center meeting
rooms and kitchen, warming house and fire hall) for more than 20
years. There is no written contract regarding his duties or how he
is to be paid. Generally he bills approximately the same amount
each month,plus $25 per hour for"extra" services such as special
cleaning jobs or supervising community service. He also
purchases some supplies (such as pop and water, and snacks for
the Fire Deparhnent) and is reimbursed for those purchases.
• The City's staff also performs certain building maintenance work.
How specific tasks are divided between the contractor and staff is
shown on the attached list. (The Public Works facility is not
included on the list because staff does all the cleaning in that
building.)
• The City provides almost all of the cleaning supplies and
equipment, except for a floor cleaning machine which is provided
by Milbrandt.
• In 2010, the paid a total of$14,052.89 to Milbrandt Enterprises for
cleaning services. Of this amount, $11,610.41 was charged to the
Community Center budget and $2,442.48 was charged to the Fire
Department budget.
• In addition to Millbrandt, the town/city has paid another individual
(as an employee, not a contractor) a set amount of$150.00 to
clean the Community Center Hall floors after large events,
spending $750.00 in 2010. It is staff's opinion that sometimes
this results in a duplication of services.
• Staff recently evaluated where and how we were purchasing
cleaning and paper supplies for the Community Center, which had
also been a long-standing contract (AmeriPride.) The changes we
made will save about $1,200 per year. The 2011 budget assumes
that there will be some further reductions in the Community
Center budget from changing how janitorial services are provided.
However, this was based on an assumption that a year-round,part-
time employee that had been eliminated from the budget 2 years
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ago would be hired in 2011. Earlier this year the Council decided
not to hire that employee.
• Even with the part-time maintenance worker assumed in the
budget, continued contractual janitorial services were expected to
be needed given the amount of work involved and the specific
tasks required.
• There are some advantages to contracting certain janitorial tasks.
For example, we have been advised by our safety consultant that
the city would violate OSHA standards if we allowed city staff to
use certain chemicals (such as toilet bowl cleaner) without
required safety equipment available (an eye-wash station, in this
example.) That is why in the winter months Millbrandt cleans the
bathrooms in the warming house once a week. The rink attendants
do other cleaning but are not allowed to use toilet bowl cleaner or
any other chemicals that would require safety equipment that
cannot easily be provided. Contracting out certain tasks relieves
the city of some responsibility for the safety of the workers.
• Hiring a contractor can also save equipment costs. A cleaning
contractor may own and provide seldom-used equipment, such as
the floor-cleaning machine.
• The Fire Chief has indicated that it his preference that firefighters
take over all janitorial services at the Fire Hall. This facility has
the proper equipment so safety is not a concern.
Recommendation: There should be a written contract for cleaning services specifying the
services to be provided and the price that is to be paid. This is needed
to set clear expectations for both the city and service provider and to
ensure that there is a proper relationship (contractor vs. employee)
between the parties and that any liability issues are appropriately
addressed. Because the city has never sought bids or quotes, we do
not know if the price that is currently being paid is reasonable or what
savings might be possible.
I recommend that:
• the city should notify Millbrandt Enterprises that services are no
longer required at the Fire Hall, effective at the end of May; and
• that the city seek proposals from several service providers
(including Millbrandt) for cleaning services required for the
Community Center and Warming House, and then enter into an
appropriate contract.
Attachments/ • Community Center Janitorial Services, Apri12011
Materials provided:
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(janitorial services)
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Community Center Janitorial Services
April, 2011
Contract Cleaning Duties
Bi-weekly(Friday&Monday and/or after Warming House-Weekly during Season
an event) • Clean bathrooms weekly during
skating season
• Empty trash containers
E� • End-of-Season and Pre-season
• Clean glass doors inside&out general cleanup
• Vacuum mats
• Wash mats as needed Monthlv
• Sweep&mop floor&hallway . Remove all high dust&cobwebs
• Dust coat racks,bench,pictures in . Clean baseboards
entry
• Clean drinlang fountain Semi-annually
• Sweep concrete entryway . Clean windows(fall&spring,inside
and outside)
Bathrooms
• Wash sinks AnnuallX
• Clean mirror • Carpet cleaning(office,board room)
• Clean toilets
• Mop floor
• Empty rubbish Staff Cleaning Duties
Kitchen Dai�-Office Staff
• Clean table tops . Empty trash&recycling in office&
• Wipe out microwave board room
• Clean refrigerators and freezer . Vacuum mats if dirty
• Clean stove and ovens
• Wipe down/polish appliances As Needed-Maintenance Staff
• Mop floor • Change furnace filters
• Water softener salt
Hall/Heritage Room • Rake snow off roof
• Clean floor after an event • Empty outside trash containers
• Check/clean kitchen and bathrooms . Maintain building exterior
after an event • Make repairs as necessary
• Floor maintenance 4 times a year • Change light bulbs as necessary
(wax,or other) . Maintain grounds
• Check Annex(currently being
maintained by the Lions and Boy
Weekly Scouts)
Office&Board Room
• Dust and wipe down desks,
equipment,file cabinets,window sills
• Disinfect phones,keyboards,light
switches
• Dust pictures
• Vacuum
• Empty recycling&waste in respective
dumpsters